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Virtual Assistant Invoice Template

Retainer hours, overage, task breakdown and pass-through costs. Free PDF, no sign-up.

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A virtual assistant is bought as a block of hours and used as a stream of small favours, which makes the retainer feel invisible and the overage feel like a surprise. Showing the hours drawn against the block, and what they went into, turns the monthly invoice into the report the client did not think to ask for.

INVOICE Issued
Invoice number:INV-0001
Date of issue:August 2, 2026
Date due:August 16, 2026
Currency:USD
Issued by
Priyanka Sethi Virtual Support
5 Cadence Court
83702 Boise, ID
United States
hello@sethivirtual.example
Bill to
Fernhill Coaching Ltd.
60 Summit Avenue
97702 Bend, OR
United States
admin@fernhillcoaching.example
Amount due
$1,597.00
Due in 14 days · Aug 16, 2026
Hours
Twenty retainer hours were used in full and six overage hours were incurred, mostly on onboarding a larger-than-usual intake. Unused retainer hours do not roll over under the current agreement.
Description Qty Rate Tax Amount
Monthly retainer — 20 hours
Inbox, scheduling and client onboarding
1$900.00—$900.00
Overage hours
Six hours above the retainer block
6$58.00—$348.00
Research project
Venue shortlist for the autumn retreat, quoted separately
1$320.00—$320.00
Scheduling software subscription
Paid on the client's behalf, at cost
1$29.00—$29.00
Subtotal$1,597.00
Total$1,597.00
Amount due $1,597.00
Terms
Net 7. Overage above five hours in a month is flagged by email before it is incurred.
Invoice #INV-0001 · Priyanka Sethi Virtual Support · Page 1 of 1

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What to put on a virtual assistant invoice

  • The retainer block and the hours used against it
  • Overage hours as their own line, at the overage rate
  • A short breakdown by category — inbox, scheduling, research, bookkeeping
  • Subscriptions or purchases made on the client's behalf, at cost
  • The period covered, since retainers rarely align with calendar months
  • Unused hours and whether they roll over

Questions

Do unused retainer hours roll over?

Whatever your agreement says, put it on the invoice. Clients assume rollover unless told otherwise, and the month they discover it does not is the month they cancel.

How detailed should the task breakdown be?

Categories rather than a task log. A client who wanted a task log would have kept one; what they want from the invoice is confidence that the hours went somewhere sensible.

Ready to bill for it?

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